016036 RFP - Main Document.docx

State of Oregon

Cover Page Oregon Health Authority (OHA) Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-44300-00016036for Oregon Alliance to Prevent Suicide staffing and culturally specific programming Date of Issue: April 9, 2026 Opening Date and Time: May 14, 2026, 3:00pm PST.

Single Point of Contact (SPC): Arlenia Broadwell

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or Veteran status.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 27 Table of Contents

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E BUDGET PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H EVALUATION TOOL

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority (“Agency” or “OHA”) is issuing this Request for Proposal under the provisions of ORS 279B.060 to advance and support Culturally Responsive “Youth Suicide Intervention and Prevention Plan” (YSIPP). OHA is seeking one or more Contractor(s) to provide program coordination and suicide prevention services with the skills and abilities to address emerging health disparities in suicide for youth in Communities of Focus in Oregon.

Suicide remains a persistent, pervasive, and yet largely preventable cause of death. Every death by suicide in Oregon carries a substantial and long-lasting ripple effect into our communities. The important work to prevent youth suicide (ages 5-24) remains a top priority for OHA. Preventing suicide cannot be accomplished by one group, government, or sector. OHA believes the most effective suicide prevention happens in local communities and led by community leaders. It also believes statewide infrastructure and equitable access to programs and resources are vital to local efforts.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section 2.4.

Agency anticipates the award of up to two (2) contracts depending on the Service(s) and proposer(s) meeting requirements and score within the competitive range of this RFP. Proposer(s) may submit one (1) proposal and may propose for more than one (1) Service listed in Section 2.4. OHA is seeking to award no more than one (1) contract for any single Service.

In the event it is determined that no Proposal meets the requirements of this RFP, OHA has the right to not make any award or cancel the RFP if it is in the best interest of the State to do so.

The initial term of the contract(s) that may be awarded is anticipated to perform services through June 30, 2027, with options to extend for additional terms up to a cumulative maximum of seven (7) years depending on continued funding for Services.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and ORS 413.033.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

Terminology specific to the OregonBuys system may be found at: OregonBuys https://www.oregon.gov/das/ORBuys/Documents/OregonBuys-glossary.pdf “Big River Suicide Prevention Programs” refers to the OHA supported suicide prevention, intervention and postvention programs and trainings. More information is available: https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le3548.pdf “Communities of Focus” means populations/communities that are disproportionately harmed by social and health inequities and excluded from mainstream social, economic, educational, and/or cultural life. Examples of these communities include, but are not limited to, groups excluded due to race, gender identity, sexual orientation, age, physical ability, language, and/or immigration status.

“Community-Based Organization” (CBO) means a group that is created and operate by members of a specific community often based on geography, culture, or shared identity to address local needs and improve quality of life.

“Culturally infused” means an approach, system, or practice that proactively embeds preferred languages and cultural understandings, beliefs, values, practices, behaviors, and research into its core foundation and implementation. Cultural infusion addresses the lived experiences and needs of diverse identities and is a mechanism to address equity needs.

“Culturally Responsive” means services that are respectful of and relevant to the beliefs, practices, culture and linguistic needs of diverse consumer/client populations and communities whose members identify as having particular cultural or linguistic affiliations. Cultural responsiveness describes the capacity to respond to the issues of diverse communities and requires knowledge and capacity at different levels of intervention: systemic, organizational, professional, and individual.

“Culturally Specific” refers to something that is designed for, relevant to or rooted in the traditions, values, beliefs, and practices of a particular cultural group. It means the content, approach, or service is tailored to reflect the unique characteristics of that culture rather than being generic or broadly applied.

“Key Person(s)” means the Proposer if the Proposer is an individual, or any person or persons on the Proposer’s staff, including any subcontractors, to whom Proposer will assign the Work if Contractor is awarded a Contract.

“Latine” is a gender-neutral term for people of Latin American heritage, serving as an inclusive alternative to the traditionally gendered Latino/a, often preferred for its easier pronunciation and grammatical fit within Spanish compared to Latinx. It replaces the masculine "-o" or feminine "-a" with the neutral "-e," similar to words like "estudiante," making it more natural for Spanish speakers and allowing for plural forms (e.g., "Latines").

“Learning Communities” means a hosted and facilitated gathering of those doing similar work. Typically, a learning community would offer professional development or learning opportunities around relevant topics, case studies or examples, and opportunities to share successes and challenges.

“Oregon Suicide Prevention Framework” refers to a strategic framework used by the Oregon Health Authority to develop the Adult and Youth Suicide Intervention and Prevention Plans. The framework can be found at: https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le3636b.pdf “YSIPP 26-30” refers to the Oregon statewide plan to support youth suicide prevention, intervention and postvention response (after a youth suicide death). The plan can be found at: https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le8874a_2026-2030.pdf

OVERVIEW AND PURPOSE

Agency Overview and Background The Oregon Health Authority is statutorily charged with a comprehensive set of responsibilities, which is reflected in its organizational structure as follows: the Director’s Office (DO) which includes Tribal Affairs and eight divisions: (1) Agency Operations, (2) Behavioral Health, (3) Equity and Inclusion, (4) External Relations, (5), Health Policy and Analytics, (6) Medicaid , (7) Oregon State Hospital, and (8) Public Health.

This RFP is supporting the Child, Family, and Lifespan Services Unit in the Behavioral Health Division.

OHA’s vision and mission is developing a strategic plan with a single overarching goal: to eliminate health inequities in Oregon by 2030. This RFP directly supports and advances OHA’s health equity goal.

This goal means ensuring all people in Oregon: can reach their full potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, age, gender, gender identity, sexual orientation, social class, geography, or intersections among these communities or identities, or other socially determined circumstances.

Achieving health equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments, to address:

• The equitable distribution or redistribution of resources and power, and

• Recognizing, reconciling, and rectifying historical and contemporary injustices.

Children, Family and Lifespan Services is structured within the Behavioral Health Division. This unit consists of programming and support for mental health promotion and prevention, suicide prevention, substance use prevention, and treatment services across the continuum of care from outpatient to secure inpatient services.

Project Overview, Background and Purpose In 2014, OHA was directed by the legislature to create a position to coordinate Youth Suicide Prevention and Intervention to develop a Youth Suicide Intervention and Prevention Plan (YSIPP). It established the Oregon Alliance to Prevent Suicide (Alliance) which is charged with advising the Oregon Health Authority on statewide youth suicide prevention and intervention policy, and implementation of the YSIPP. The Oregon Alliance to Prevent Suicide is the Youth Suicide Intervention and Prevention Advisory Committee referenced in ORS 418.731 and 418.733. Members are appointed by OHA’s Director and include leaders from the public and private sectors, legislators, subject matter experts, suicide attempt and loss survivors, and young people from across the state of Oregon. The Alliance is charged with advising the Oregon Health Authority on statewide youth suicide prevention and intervention policy and monitoring the implementation of the YSIPP.

The YSIPP is reviewed annually, and statutory mandate directs an update every five years. The projects included in this RFP will support and align with OHA’s goal to eliminate health inequities by 2030 and support the implementation of the YSIPP 26-30. The YSIPP was developed within a Culturally Infused Oregon Suicide Prevention Framework, which is a comprehensive framework for suicide prevention that includes both public health and behavioral health goals and strategies.

Since a peak in 2018, the overall Oregon youth suicide rate decreased – although the overall decrease was driven by a reduction in non-Hispanic white youth deaths. Since 2018, the number of youths for all other race/ethnicity categories has increased or remained stable. The Oregon youth suicide rate continues to be higher than the national average. Youth suicide continues to be a complex, yet largely preventable, public health crisis in Oregon. The YSIPP aims to articulate a clear community strategy to intervene in this crisis with the overall goal of reducing youth suicide attempts and fatalities that are developed by and for the culturally specific communities they aim to serve.

The purpose of this RFP is to obtain qualified contractor(s) to advance Culturally Specific youth suicide prevention efforts in Oregon by increasing the availability of well-coordinated and well-connected services and to support and monitor the implementation of the YSIPP by supporting the administration of the Advisory Committee, the Oregon Alliance to Prevent Suicide and by supporting future grantees of culturally specific suicide prevention programming.

The initial term of the resulting contract(s) is through June 30, 2027, with an estimated cumulative total project budget of $575,000 for the initial term.

Agency reserves the right to amend the Contract for additional time, services, and compensation and to adjust the scope of work and reporting requirements in accordance with this RFP.

Proposers are advised that the award and potential dollar amount of the Contract under this RFP are contingent upon approval of adequate funding for Agency’s use under this RFP and not a guarantee.

SCOPE OF WORK/SPECIFICATIONS

The work provided under any contract(s) that may be awarded as a result of this RFP may include up-to-two (2) Services. Proposers may respond to one (1) or more Service(s) within their one (1) proposal. Each service is listed with its estimated not-to-exceed budget:

0. Coordination of the Oregon Alliance to Prevent Suicide (Not-to-exceed $300,000) Proposer will prioritize work activities on issues and programs specifically named in the Oregon Alliance to Prevent Suicide (“Alliance”) YSIPP 26-30 and/or in the annual priority initiatives related to suicide prevention, intervention, and postvention.

Proposer shall:

a. Collaborate with other agencies or programs working on suicide prevention, intervention, or postvention in Oregon at the direction of OHA or the Alliance.

b. Recruit youth and young adults to attend youth engagement and feedback activities such as focus groups, time limited projects, internships, and other youth engagement activities to inform the work of the Alliance and the YSIPP.

(1) Agency staff will either coordinate facilitation or provide facilitation for the focus groups.

(2) Youth and young adults will be recruited to serve Oregon’s populations that are diverse in geography and identity.

(3) Provide a stipend of a $50 gift card per youth per focus group;

(4) Provide an optional follow-up phone call or video call to any focus group member experiencing psychological distress as a result of participation in an Alliance to Prevent Suicide focus group and refer to appropriate services, if indicated; and

(5) Report quarterly:

i. Recruitment and onboarding activities; and

ii. Focus groups or other youth engagement activities facilitated during the quarter with names, county location, and number of attendees; and

iii. Focus groups or other youth engagement activities planned for the upcoming quarter.

c. Employ approximately 2.0 FTE dedicated to the support and implementation of YSIPP and support and coordination of the Alliance. At least .5 FTE of the total will support youth and young adult engagement or support.

d. Ensure Alliance development of funding, policy, and legislative recommendations for YSIPP initiatives by Oct 1 annually.

e. Collaborate with researchers and program evaluators studying topics relating to suicide prevention, intervention, and postvention. Any requests for evaluation support from the University of Oregon’s Suicide Prevention Lab will be brought to OHA suicide prevention staff to collaboratively assess priorities and bandwidth.

f. Ensure Alliance development for recommendations for annual YSIPP initiatives December 1 of each year; include a report of activities and progress toward these goals in each Quarterly Report: Submit a timeline for annual YSIPP initiative development in subcommittees to OHA by Oct 1 annually.

g. Identify areas of progress towards and barriers to achieving the goals in the of the annual YSIPP initiatives in which the Alliance is named as the lead organization; provide a status update to OHA with each Quarterly Report.

h. Provide quarterly meeting logistics for approximately 65 members and attendees.

(1) Establish, and distribute to all Alliance members and affiliates, an annual calendar of quarterly and standing committee meeting dates. This includes coordinating Outlook appointments and sending Outlook invites for the quarterly meetings at least six months in advance. The Outlook invitation and other communication should include location of the meeting at least two weeks prior to the meetings.

(2) Prepare and provide meeting materials electronically for virtual meetings and both electronically and on paper if meeting in person.

(3) Prepare and provide minutes of each meeting within 7 calendar days of meeting.

(4) Prepare agendas, lead/facilitate, and take notes for each meeting.

(5) Post meeting agenda and meeting notice information no less than 7 days prior to regular quarterly meetings and monthly committee meetings for the Alliance.

(6) Post special meeting agenda and meeting notice information no less than 24 hours prior to a special or emergency meeting for the Alliance.

i. For in person quarterly meetings, communicate the meeting location at least six months in advance of the meeting and any changes to the meeting venue immediately.

j. Facilitate time-limited work groups, such as an LGBTQIA2S+ work group, clergy work group, American Indian/Alaskan Native work group, loss and attempt survivor work group and groups addressing suicide among individuals at disproportionately high rates of suicide at the request of the Alliance Executive Committee or OHA.

k. Provide the services as outlined above for at least 4 Alliance meetings annually and all subcommittee meetings consistent with the slate and frequency of subcommittees that the Alliance Executive Committee approves.

l. Develop and implement a plan for distribution of materials, calendar invites, and notifications for all Alliance subcommittees, the full Alliance membership, and those members of the public that are interested in the work of the Alliance.

m. Survey Alliance members annually regarding their satisfaction with meeting processes and outcomes and issue a report of those findings to OHA no later than 45 calendar days following the fall meeting of the Alliance.

n. Develop and maintain an Alliance website. Post meeting notices, agendas and meeting notes for quarterly meetings and copies of OHA suicide related updates from the Suicide Prevention listserv on the website. Develop a Spanish language version of the website.

o. Support language accessibility needs for all Alliance related meetings.

p. Translate materials into Spanish upon request.

q. Perform an annual review and update for internal guidance documents including:

(1) the operations manual

(2) Alliance by-laws

(3) Standard Operating Procedures documents

(4) Onboarding membership orientation process and materials

r. Membership support:

(1) Lead recruiting diverse applicants for membership. Submit a timeline for annual membership recruitment process with the first quarterly report due in this agreement.

(2) Create an online shared document with:

i. Members names, email address, physical address, known affiliations, term start date, term expiration date, annual training requirement tracking, and with their membership letter linked

(3) Provide notice to Agreement Administrator within 24 working hours of any membership changes

(4) Provide support for stipend-eligible members to be reimbursed by OHA.

(5) Support OHA with annual training requirement reminders and member support as needed.

(6) Provide onboarding process for new members.

s. Meet monthly in-person or by telephone conference call with OHA Agreement Administrator or their delegate for update on activities and to discuss barriers or other issues arising or unresolved since last meeting.

t. Support the network of regional suicide prevention coalitions by:

(1) Support quarterly webinars for regional suicide prevention coalitions that:

(2) Provide opportunity for professional development that are clear about the intended audience and level of expertise required; and

(3) Bring awareness to the field of suicide prevention of relevant topics

(4) Host monthly learning collaboratives for leaders of regional or population-specific suicide prevention coalitions. Provide technical assistance around topics relevant to this group. Coordinate community development strategies in collaboration with community mental health programs, mental health prevention and promotion programs, local task forces and local coalitions.

Support and Coordination for Culturally Specific Suicide Prevention Grantees (Not-to-Exceed $275,000) OHA’s goal for this Program is to support Community-Based Organizations who provide culturally specific services across the full continuum of the Oregon Suicide Prevention Framework including upstream prevention, intervention, community-based programming, culturally specific treatment options, and postvention supports. Examples of this type of programming these grantees will provide are intended to include but not limited to tribal best practices, programming that centers culturally based protective factors, or programming that strengthens culturally identity as a protective factor against suicide. This program will support grantees of a future Request for Grant Applications from OHA. Up to 20 grantees will be chosen through a separate competitive process led by OHA.

a. Create and administer grant application support plan for potential bidders for a future Request for Grant Applications from OHA for culturally specific suicide prevention programming. Support plan activities should include:

(1) public information sessions about the grant opportunity including education about Oregon’s suicide prevention infrastructure, the Youth Suicide Intervention and Prevention Plan 26-30, the Oregon Suicide Prevention Framework, and the Big River suicide prevention programming;

(2) post publicly available responses to questions about the grant application process and/or grant opportunity;

(3) using guidance documents from OHA, be available to review application materials to verify basic requirements for consideration are met

(4) marketing the grant opportunity

(5) information and support for technical assistance with Oregon Buys registration

b. After OHA has awarded the small grants for culturally specific suicide prevention programming, create and administer a support network program for a diverse array of Culturally Specific suicide prevention project grantees. Administration includes:

(1) supporting OHA with grant report monitoring and recommending payment to OHA based on an OHA-provided grant deliverables checklist

(2) providing technical assistance to grantees during their grant period with implementation barriers, reporting common barriers and recommendations for solutions to OHA

c. Host regular Learning Communities for grantees to increase their knowledge of and relationship with Oregon’s suicide prevention infrastructure and to increase connectedness between the grantees.

d. Membership to the Oregon Alliance to Prevent Suicide and attendance of the quarterly meetings.

e. Be a liaison and build connection between the grantees and the Oregon Alliance to Prevent Suicide, the OHA suicide prevention team and Big River suicide prevention coordinators.

f. Knowledge of the 988 Lifeline, OHA’s Mobile Response and Stabilization Services for youth 20 and younger.

g. Be familiar with the purpose and intended audience for all OHA Big River suicide prevention training programs.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

Proposers have the option to submit for one (1) or more of the following services, however they must demonstrate in their Proposal how Proposer meets the following minimum qualifications for each Service in which they are proposing to provide services for Proposal to advance for evaluation. Proposer must submit Resumes or Biographical Sketches for each Key Person evidencing the following requirements for each service proposing on:

Support and Coordination for Culturally Specific Suicide Prevention Grantees A minimum of one (1) Key Person must demonstrate a minimum of three (3) years of experience in supporting culturally specific programs and knowledge of grant administration.

Other Requirements:

Proposer must be an Oregon based business entity with individuals performing the work must be able to attend in-person events in Oregon.

MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

Service Requirements and Implementation Plan Budget Narrative Disclosure Exemption Affidavit (Attachment B) if applicable Proposer Information and Certification Sheet (Attachment C) Reference Check Form (Attachment D) Budget Proposal Form (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Key Persons and Resumes or Biographical Sketches Proposal Page Limits Proposal is limited to 20 pages per scope of work. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check forms (Attachment D) Budget Proposal (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Key Person Resumes or Biographical Sketches Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in See: Section 4.5 PROPOSAL DELIVERY OPTIONS for electronic submission.

The Budget Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats:

· Adobe Acrobat (pdf),

· Microsoft Word (docx), or

· Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

Authorized Representative Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

Proposer Information and Certification Sheet Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

Service Requirements and Implementation Plan Proposer must submit only one (1) Proposal document demonstrating their ability to perform each Service (from section 2.4 Scope of Work) Proposer is submitting. Proposer must identify each section by number for each Service in the Scope of Work and the requirements below in their proposal.

In addition, briefly describe how Proposer would carry out the Services. Provide a comprehensive Implementation Plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

References Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Budget Proposal Proposer shall submit one (1) detailed Budget Proposal and Narrative using Attachment E, electronically through OregonBuys. This file shall be submitted as a separate file not with their proposal.

For each activity described for each Service in the Scope of Work section 2.4, the Budget Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs, The Budget Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative; and For all fully loaded personnel costs, the Budget Proposal must include the name and title of all positions for each individual staff person who will perform the Work and list the salary/wage and fringe rate separately for each such individual.

Budget Narrative Proposer shall submit a Budget Narrative for each service which shall:

· Clearly explain how the funds will be used to decrease Youth Suicide in Oregon.

· Line items are reasonable, cost-effective and consistent with Proposer’s submission for each Service.

· Provides a clear description and justification for the proposed costs, which specifically explains how the proposed costs will allow Proposer to achieve the Services.

· If proposing on 2.4.1 clearly indicate the number of gift cards to be distributed.

Key Persons and their Resumes/Biographical Sketches Specify Key Persons to be assigned to each Service in Scope of Work from section 2.4 and include a current resume or biographical sketch (not to exceed two (2) pages each) for each Key Person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

SOLICITATION PROCESS

PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

Provide additional description of the project;

Explain the RFP process; and Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

JOIN ZOOMGOV MEETING

HTTPS://WWW.ZOOMGOV.COM/J/16018560286?PWD=UENFCMF6EU5RS2XLK0HWAEZJNNJXZZ09

MEETING ID: 160 1856 0286

PASSCODE: 272782

ONE TAP MOBILE

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DIAL BY YOUR LOCATION

• +1 669 254 5252 US (SAN JOSE)

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QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC via email;

Reference the OregonBuys bid number;

Identify Proposer’s name and contact information;

Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

All questions/answers will be viewable by all individuals viewing this RFP while logged into OregonBuys.

SOLICITATION PROTESTS

Protests to RFP Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

Protests to Amendment(s) Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

Requirements for Protests All protests must:

Be delivered to the SPC via email;

Reference the OregonBuys bid number;

Identify prospective Proposer’s name and contact information;

Be sent by an authorized representative;

State the reason for the protest, including:

the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and evidence or documentation that supports the grounds on which the protest is based; and State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, or hard copy prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

PUBLIC OPENING

A public Opening will not be held. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

Proposer fails to meet the responsibility requirements of ORS 279B.110.

Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

Proposer attempts to influence a member of the Evaluation Committee.

Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

EVALUATION PROCESS

Responsiveness and Responsibility Determination Responsiveness determination A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

Evaluation Criteria Evaluation of item listed in subsection 4.10.2.4 is described in that subsections below. For the Evaluation of items listed in subsections 4.10.2.1, 4.10.2.2, 4.10.2.3 and 4.10.2.5, Evaluators will base their score for each subsection on the evaluation tool (Attachment H).

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Coordination of the Oregon Alliance to Prevent Suicide (see section 2.4.1) (50 points) How well did Proposer prioritize work activities on issues and programs specifically named in Oregon Alliance to Prevent Suicide (“Alliance”) YSIPP 21-25 and future YSIPP 26-30 and/or in the annual priority initiatives related to suicide prevention, intervention, and postvention.

How well does Proposer demonstrate how they will:

a. Collaborate with other agencies or programs working on suicide prevention, intervention, or postvention in Oregon at the direction of OHA or the Alliance.

b. Recruit youth and young adults to attend youth engagement and feedback activities such as focus groups, time limited projects, internships, and other youth engagement activities to inform the work of the Alliance and the YSIPP.

(3) Agency staff will either coordinate facilitation or provide facilitation for the focus groups.

(4) Youth and young adults will be recruited to serve Oregon’s populations that are diverse in geography and identity.

(5) Provide a stipend of a $50 gift card per youth per focus group;

(6) Provide an optional follow-up phone call or video call to any focus group member experiencing psychological distress as a result of participation in an Alliance to Prevent Suicide focus group and refer to appropriate services, if indicated; and

(7) Report quarterly:

i. Recruitment and onboarding activities; and

ii. Focus groups or other youth engagement activities facilitated during the quarter with names, county location, and number of attendees; and

iii. Focus groups or other youth engagement activities planned for the upcoming quarter.

c. Employ approximately 2.0 FTE dedicated to the support and implementation of YSIPP and support and coordination of the Alliance. At least .5 FTE of the total will support youth and young adult engagement or support.

d. Ensure Alliance development of funding, policy, and legislative recommendations for YSIPP initiatives by Oct 1 annually.

e. Collaborate with researchers and program evaluators studying topics relating to suicide prevention, intervention, and postvention. Any requests for evaluation support from the University of Oregon’s Suicide Prevention Lab will be brought to OHA suicide prevention staff to collaboratively assess priorities and bandwidth.

f. Ensure Alliance development for recommendations for annual YSIPP initiatives December 1 of each year; include a report of activities and progress toward these goals in each Quarterly Report: Submit a timeline for annual YSIPP initiative development in subcommittees to OHA by Oct 1 annually.

g. Identify areas of progress towards and barriers to achieving the goals in the of the annual YSIPP initiatives in which the Alliance is named as the lead organization; provide a status update to OHA with each Quarterly Report.

h. Provide quarterly meeting logistics for approximately 65 members and attendees.

(1) Establish, and distribute to all Alliance members and affiliates, an annual calendar of quarterly and standing committee meeting dates. This includes coordinating Outlook appointments and sending Outlook invites for the quarterly meetings at least six months in advance. The Outlook invitation and other communication should include location of the meeting at least two weeks prior to the meetings.

(2) Prepare and provide meeting materials electronically for virtual meetings and both electronically and on paper if meeting in person.

(3) Prepare and provide minutes of each meeting within 7 calendar days of meeting.

(4) Prepare agendas, lead/facilitate, and take notes for each meeting.

(5) Post meeting agenda and meeting notice information no less than 7 days prior to regular quarterly meetings and monthly committee meetings for the Alliance.

(6) Post special meeting agenda and meeting notice information no less than 24 hours prior to a special or emergency meeting for the Alliance.

i. For in person quarterly meetings, communicate the meeting location at least six months in advance of the meeting and any changes to the meeting venue immediately.

j. Facilitate time-limited work groups, such as an LGBTQIA2S+ work group, clergy work group, American Indian/Alaskan Native work group, loss and attempt survivor work group and groups addressing suicide among individuals at disproportionately high rates of suicide at the request of the Alliance Executive Committee or OHA.

k. Provide the services as outlined above for at least 4 Alliance meetings annually and all subcommittee meetings consistent with the slate and frequency of subcommittees that the Alliance Executive Committee approves.

l. Develop and implement a plan for distribution of materials, calendar invites, and notifications for all Alliance subcommittees, the full Alliance membership, and those members of the public that are interested in the work of the Alliance.

m. Survey Alliance members annually regarding their satisfaction with meeting processes and outcomes and issue a report of those findings to OHA no later than 45 calendar days following the fall meeting of the Alliance.

n. Develop and maintain an Alliance website. Post meeting notices, agendas and meeting notes for quarterly meetings and copies of OHA suicide related updates from the Suicide Prevention listserv on the website. Develop a Spanish language version of the website.

o. Support language accessibility needs for all Alliance related meetings.

p. Translate materials into Spanish upon request.

q. Perform an annual review and update for internal guidance documents including:

(1) the operations manual

(2) Alliance by-laws

(3) Standard Operating Procedures documents

(4) Onboarding membership orientation process and materials

r. Membership support:

(1) Lead recruiting applicants for membership. Submit a timeline for annual membership recruitment process with the first quarterly report due in this agreement.

(2) Create an online shared document with:

i. Members names, email address, physical address, known affiliations, term start date, term expiration date, annual training requirement tracking, and with their membership letter linked

(3) Provide notice to Agreement Administrator within 24 working hours of any membership changes

(4) Provide support for stipend-eligible members to be reimbursed.

(5) Support OHA with annual training requirement reminders and member support as needed.

(6) Provide onboarding process for new members.

s. Meet monthly in-person or by telephone conference call with OHA Agreement Administrator or their delegate for update on activities and to discuss barriers or other issues arising or unresolved since last meeting.

t. Support the network of regional suicide prevention coalitions by:

(1) Support quarterly webinars for regional suicide prevention coalitions that:

(2) Provide opportunity for professional development

(3) Are clear about the intended audience and level of expertise required; and

(4) Bring awareness to the field of suicide prevention of relevant topics

(5) Host monthly learning collaboratives for leaders of regional or population-specific suicide prevention coalitions. Provide technical assistance around topics relevant to this group. Coordinate community development strategies in collaboration with community mental health programs, mental health prevention and promotion programs, local task forces and local coalitions.

Support and Coordination for Culturally Specific Suicide Prevention Grantees (see section 2.4.3) (50 points) How well does proposer meet OHA’s goal for this Program to support Community-Based Organizations providing culturally specific services across the full continuum of the Oregon Suicide Prevention Framework.

Service Requirements and Implementation Plan (see section 3.3.2) (75 points) Does Proposer describe how they will carry out the services they are proposing in a comprehensive Implementation Plan illustrating how the plan will serve to coordinate and accomplish the Work.

References (see section 3.3.3) (9 points) Did Proposer submit reference names and contact information? Agency will award up to 3 points for each of the 3 references, depending on whether the reference was Extremely Satisfied (3 points each), Moderately Satisfied (1-2 points each), or Not Satisfied/Unable to be Reached (0 point each); based on responses to Proposer’s previous Work.

Budget Proposal (see section 3.3.4) Budget Narrative (see section 3.3.5) (15 points)

a. Budget Proposal

(1) Did Proposer include identifiable costs, time estimates for completing each activity and a summary for all proposed costs for each Service in Section 2.4

(2) Did Proposer include separate lines items for personnel, travel, supplies, other costs, and administration?

(3) Did Proposer include the name and title for all fully loaded personnel costs for each individual staff…